Convert quotations to sales orders

If a customer wants to proceed with an order following receipt of a quotation, you create the order from the quotation details. After conversion, you process the sales order in the usual way.

You can convert several quotations at the same time.

You cannot convert a quotation in the following circumstances:

• The customer account is on hold.

• The Quotation status is set to Lost.

• The stock item is no longer stored at the warehouse specified for the item in the quotation.
• The item is no longer sold using the selling unit specified in the quotation.
• The item is no longer sold using the selling price unit specified in the quotation.
• The item is no longer active.

During conversion, the following checks are performed on a quotation. When the conversion is complete, details of any anomalies are displayed in a Conversion summary. Once converted into a sales order, you cannot amend the original quotation, although you can delete it.

• Credit limit.

  If the customer has exceeded their credit limit, the sales order is put On hold. You can choose to override this, if you have the correct user permissions.

• Multiple locations.

  If you have not specified a default warehouse on the quotation, you must choose the warehouse you want to despatch the goods from.

• Stock fulfilment.

  The order lines are fulfilled using the default fulfilment method set for the stock item.

• Stock allocation.

  Stock is allocated to the order if you have chosen to allocate stock on order entry.

  If there is not enough stock to fulfil the order, a warning is displayed. You can continue to create the order.

• Traceable items.

  If you have chosen to assign batch/serial numbers to traceable items when allocating stock on the stock control settings Options tab, the batch/serial numbers are automatically assigned to the order. If required, you can amend the order to change these numbers.

• Item prices.

  The price of the goods on each line are converted exactly as they were entered on the quotation. If the prices have changed since the quotation was issued, the new prices are not applied to the converted sales order.

• Project analysis.

Project analysis on the quotation is applied to the order, unless the status on the project or project item(s) has changed since they were used on the quotation, and they are no longer valid. In this case, the project analysis is removed.

Note: If you added memos to the quotation in the Web Portal, these will not be copied to the sales order.

• The quotation is marked as Completed.
• A new order is created.
• If you have chosen to generate order numbers automatically, the next available order number is used. Otherwise, you must specify the order number to use.
• If you have chosen to allocate stock during order entry, the stock will be allocated to the lines involving the stock.
• If the quotation is for a Prospect, a new customer account is created in the Sales Ledger.